E-911_Sole_LMT_SRCE.pdf

LIMITED SOURCES JUSTIFICATION AND APPROVAL

Contracting Activity: AFTC/PZIO Purchase Request/Local Identification Number:

Program Name (and Program Element, if applicable): E-911 Recorder Estimated Cost/Price of the Action (including options): $71,164.47 Type Program: Other Contracting Authority: Multiple Award Schedule Program, FAR 8.405-6 Type J&A: Individual AF Form 3215 Number: N/A

Contracting Officer: 11 Sep 14 Date Signed

Program Manager: 11 Sep 14 Date Signed

LIMITED SOURCES JUSTIFICATION

I. Contracting Activity

The Contracting Activity is the Contracting Division, AFTC/PZIOA, Eglin AFB, FL 32542. The contracting Officer is Ronald Wilson, (850) 882- 3466. This is a Limited Sources Justification.

II. Nature and/or Description of the Action Being Processed

This is a new sole source contract award to Replay Systems under GSA schedule contract GS- 35F-0742V. The delivery order number is FA2823-14-F-8086. This is a firm-fixed price order.

III. Description of the Supplies/Services Required To Meet the Agency’s Needs VPI version 5x recorder with 48 channel analog, for Fire Department. Upgrade Security Forces 8 channel recorder for a total of 24 analog channels. Both systems capable of VoIP upgrade if needed. Instant recall, live monitoring, caller ID and incident re-creation included. Installation and training included. Also includes 5 years pre-paid maintenance. The recorders will be integrated with existing recorders in the configuration control for command and control systems and must be interoperable with the emergency systems of Okaloosa County, Florida. VPI recorders are currently in –place and needed in order to maintain configuration control standards enforced by the county and to ensure required legal recording.

Required Items are as follows:

DESCRIPTION QTY

VPI CAPTURE: Voice Recording License. Per Activated Channel (Software) 64 System version upgrade (Software) 1 V-Portal Server Activation (CPU) License (Software) Includes Media Services (archive mgt.), Reporting Engine and Rules Engine. Sized to support systems licensed for between 1 and 100 seats or recording channels. (Requires Item RPL-TRAINING-ONSITE). 2 Media Messaging Link Activation (Software) Enables media control services & media meta-data capture. Sized to support between 1 and 100 recorded channels or agent positions. 2 PSAP enhanced package (Software) Instant Recall, Live Monitor, Caller ID (if available), Incident Creation & Redaction Tool. 2 VPI - 24 Port Analog Interface Card (Hardware) 3 All in One Server up to 120 channels Analog Digital (Hardware) All in One Server up to 120 channels Analog Digital, 192 VoIP, and less than 25% Screen. 4U Rack 2 mounted: Intel Quad Core 2.4GHz CPU, 12GB Ram, Raid 1 x 2 Hot swap 500GB 7200 rpm 32 MB Cache 3 PCI-e and 3 PCI expansion slots, Windows 2008 R2 Standard 64 Bit, Redundant Hot swap 800W power, 1 DVD Ram Multi Drive 25FT 25-Pair Cable (Hardware) 3 Replay Systems onsite installation services per day plus travel Expenses (Services) 2 Replay Systems labor during business hours (M-F, 8-5) - 1 hour Minimum (Services) 6 Replay Service Agreement - GOLD (includes telephone support 24x7, Onsite support M-F, 8-5, parts, plus fixes and enhancements within version) (Service Agreement) 1

IV. Identification of the Justification/Rationale for Limiting Sources and Demonstration of the Contractor’s Unique Qualifications to Provide the Required Supply/Service

The use of the sole source is essential to the Governments’ requirement, thereby precluding consideration of another company. Due to the extensive county and federal interoperability, certification and accreditation, required operate/maintain these systems, the 96 TW must ensure a very strict standard configuration for hardware/software. These recorders support emergency and wartime operations and must be repairable immediately if system problems are encountered. As this is a joint use system between local and federal authorities’ interoperability and continuity of systems must be maintained for it to operate under the same name brand equipment. If a product other than VPI equipment is purchased, interoperability cannot be guaranteed with existing system upgrade version purchase, we will lose all functionality and interoperability will not exist.

In accordance with FAR 8.405-6(a)(1)(i)(B), “Only one source is capable of responding due to the unique or specialized nature of the work”. Due to the need for specific compatibility, the preferred use of GSA schedules, and Replay Systems’ familiarity and expertise with both Eglin AFB’s systems and Okaloosa County’s systems they are uniquely qualified to provide the product and maintenance services required by Eglin AFB and Okaloosa County. Utilizing another product or contractor will result in duplicate efforts and costs to the Government that is not expected to be recovered through competition.

V. Determination by the Ordering Activity Contracting Officer that the Order Represents the Best Value Consistent with FAR 8.404(d)

The prices quoted by Replay Systems are equal to or less than the prices provided on their GSA contract. In accordance with FAR 8.404 (d) GSA has already determined the prices under schedule contracts to be fair and reasonable. A comparison of pricing on previous Replay System’s contracts has shown that Replay Systems pricing is consistent across several contracts and in accordance with 15.404-1 (b)(1) (ii) based on a comparison of historical prices paid the prices offered by Replay Systems represents the best value to the Government.

VI. Description of the Market Research Conducted Among Schedule Holders and the Results Or a Statement of the Reason Market Research Was Not Conducted

Market research has shown that VPI has numerous resell partners that resell VPI solutions and the resellers customize the solutions to meet individual customer needs. A search on GSA eLibrary for VPI recorders identified only one reseller, Replay Systems that has a GSA contract for the VPI products and services required. Additionally, due to the extensive testing of equipment and the certification and accreditation process required for this network configuration, 96 CS will not accept alternate equipment or contractors unfamiliar with both the Okaloosa County and Eglin AFB systems. Replay’s past performance of hardware and software ensured continued E911 service at the level that Eglin AFB required.

VII. Other Facts Supporting the Justification

The Emergency 911 (E911) system integration and compatibility is extensively owned and operated by the local county authorities and VPI recorder integrates with the county’s system. It will also be compatible with a change in technology from Analog to Voice over Internet Protocol upgrade, which is currently in transition at Eglin AFB. Failure to sole source this requirement will cause Eglin’s E911 system to not be able to record emergency response calls required for legal requirements and may cause the system to not operate as required. First responders may have delayed responses thereby placing lives at additional risk due to not be able to reach emergency services personnel and recorded conversations will not be available for possible legal review.

VIII. Actions the Agency May Take to Remove or Overcome Any Barriers that Led to the Restricted Consideration Before Any Subsequent Acquisition For the Supplies or Services

The existing system is owned and operated exclusively by Okaloosa County, Florida. A new system is being purchased and installed at Eglin AFB as part of a local initiative to tie all emergency responders to a centralized system. Other voice recorder hardware has been considered in the past but due to interoperability issues that could not be guaranteed, it is not advantageous to the government to change equipment or select a contractor unfamiliar with both the Okaloosa County’s and Eglin AFB’s system and configurations during a critical upgrade to the Eglin AFB system. If in the future we upgrade again, we will strive for competition among vendors.

IX. Contracting Officer’s Certification

The contracting officer’s signature on the signature page evidences that he/she has determined this document to be both accurate and complete to the best of his/her knowledge and belief.

X. Technical/Requirements Personnel’s Certification

As evidenced by their signatures on the signature page, the technical and/or requirements personnel have certified that any supporting data contained herein which is their responsibility are both accurate and complete.